Managing Subject Access Requests from Employees & Ex-Employees- Part 2

Data Protection Made Easy Podcast – Episode 214

After one of our most popular episodes to date, Data Protection Made Easy is back on Friday 13th June with Part Two of our deep dive into Subject Access Requests (SARs) from employees and ex-employees.

Our expert hosts Catarina Santos, Phil Brining and Caine Glancy return with special guest Nia Roberts to pick up where we left off, tackling some of the most challenging real-world scenarios and offering practical advice you can put into action.

Listen below or find us on Spotify, Apple Podcasts, and all major streaming platforms.

What We Covered

Understanding What Drives SARs

We’ll begin by exploring the reasons why employees and former staff submit SARs. Understanding their motivations – whether it’s part of a grievance, a disciplinary matter, or simply curiosity – can help you take a more informed, strategic approach when responding.

When You Must Respond – And When You Don’t

We’ll clarify the legal obligations around SARs, including when you are required to respond and the circumstances under which you may lawfully refuse. We’ll cover how to apply exemptions correctly and avoid common legal missteps.

Managing Excessive or Repetitive Requests

Some SARs are straightforward, but others can be lengthy, repeated or even used tactically during disputes. We’ll discuss practical strategies for managing high-volume or difficult requests while staying compliant and maintaining control.

Balancing Transparency and Internal Protection

Sharing data is a legal requirement, but it can pose risks. We’ll explain how to balance the need for openness with the importance of protecting internal communications and third-party data, especially in sensitive workplace situations.

Lessons from Real Grievance and Disciplinary Cases

We’ll walk through real examples where SARs intersect with HR issues, highlighting the challenges and how they were overcome. These case studies bring the legislation to life and offer useful insights for handling similar requests in your own organisation.

Proactive Preparation: Getting Ahead of SARs

Being prepared can save you a lot of time and stress. We’ll share practical steps to help you get ready for future SARs, such as mapping employee records, putting redaction protocols in place, and training managers to write with potential disclosure in mind.

Avoiding Common Mistakes

From over-disclosing sensitive data to misinterpreting exemptions, there are several pitfalls to watch out for. We’ll help you spot the most common mistakes and show you how to avoid them through better planning and communication.

Handling Escalation and Risk

Sometimes SARs escalate into wider legal or reputational issues. We’ll outline how to manage those risks and what to do when a request becomes more than just a request – protecting your organisation and your people in the process.

Want More Like This?

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Meet the Panel

• Philip Brining – Managing Director and Founder of Data Protection People
• Catarina Santos – Data Protection Consultant 
• Caine Glancy – Data Protection Support Consultant
• Nia Roberts – DPO at Woodgate & Clarke

Looking Ahead

As always, this podcast is completely free to attend and open to everyone. Whether you’re new to SARs or navigating a particularly difficult one, this session will leave you better equipped to respond with clarity and confidence.

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